Administrative Assistant/Dispatcher

Mr. Electric of Orange; Laguna Hills (CA); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Competitive salary

Opportunity for advancement

Paid time off

Job summary

Mr. Electric of Orange in Laguna Hills is looking for a dynamic Administrative Office Assistant/Dispatcher to coordinate daily dispatch schedules and manage office tasks. Ideal candidates are reliable, self-motivated, and possess excellent communication and organizational skills.

The role includes handling customer inquiries, managing accounts payable, and supporting operations to enhance overall efficiency. This position offers competitive salary and opportunities for advancement in a supportive work environment.

Qualifications

• 3-5 years of experience in the construction industry or similar.
• Proficient in office software including Google Workspace.
• Reliable and punctual with a strong aptitude for learning new skills.

Responsibilities

• Answer calls on a multi-line telephone system and coordinate service jobs.
• Manage Accounts Payables and Accounts Receivables effectively.
• Collaborate with the Owner and Operations Manager to support operations.

Skills

Excellent phone etiquette and charisma

Strong organizational and time management skills

Ability to multitask effectively

Proficient in Microsoft Office Suite

Excellent communication skills

Tools

Dispatching software

QuickBooks or similar accounting software

Job description

Benefits:

• Competitive salary
• Opportunity for advancement
• Paid time off

Small electrical service company seeking for a dynamic Administrative Office Assistant/Dispatcher to join our team! The ideal candidate is reliable, self-motivated, outgoing, highly organized with great people skills. This position is responsible for coordinating our daily dispatch schedule and managing day to day office tasks ensuring operational efficiency.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Dispatcher Duties:

• Answer calls on a multi-line telephone system, responding to customer inquiries and service requests promptly and professionally
• Coordinate, schedule, and dispatch services jobs effectively
• Maintain company daily, weekly, and monthly calendar
• Assist in tracking the progress of each service job to ensure timely and successful completion
• Maintain ongoing communication with customers and Service Technicians regarding service appointments, follow-ups, and any job status updates or changes

Administrative Duties:

• Respond to phone calls, emails, and in-person inquiries, delivering exceptional customer service
• Monitor third-party lead source requests daily, ensuring prompt and timely responses
• Manage Accounts Payables and Accounts Receivables
• Respond to online reviews and manage social media pages
• Proactively manage and follow up on outstanding balances for both customers and vendors
• Ensure the smooth operation of office equipment by performing regular maintenance and promptly identifying and addressing any service needs to minimize downtime
• Maintain inventory of office supplies and coordinate orders when necessary
• Assist with payroll, invoicing, and other administrative tasks as needed
• Perform general office administrative tasks, including copying, filing, and other duties as assigned
• Collaborate closely with the Owner and Operations Manager to support and enhance company operations, ensuring overall success

REQUIREMENTS

• 3-5 years of experience in the construction industry or similar
• Proficient in office software (Microsoft Office Suite and Google Workspace)
• Excellent communication skills, both written and verbal, with the ability to interact professionally with customers, technicians, and team members.
• Strong organizational and time management skills
• Reliable and punctual
• Ability to multitask effectively and manage multiple tasks simultaneously.
• Strong aptitude for learning new skills and systems
• Ability to always maintain a high level of discretion and confidentiality

SKILLS AND QUALIFICATIONS

• Excellent phone etiquette and charisma
• Work well under pressure while maintaining a high level of professionalism
• Experience with dispatching software is preferred but not required
• Experience with QuickBooks or similar accounting software is preferred but not required

If you are organized, motivated, and ready to contribute to our team's success as an Administrative Assistant, we encourage you to apply!